Travel Guidelines (Revised ) Page 1

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1 The Charles County Public Schools (CCPS) travel guidelines are intended to facilitate travel arrangements; to provide full reimbursement for all necessary expenses; and to protect employees against the risk of loss, while simultaneously maintaining the necessary controls for accountability. 1. TRAVEL APPROVAL All travel is to be documented. Pre-approval is required for out-of-state travel (pre-approval is not required for recruiting travel) and any circumstances not directly addressed in this policy. Required approvals may vary according to the travel destination and sources of funds as determined by each department. Travel related to staff development may have additional requirements or restrictions. For purposes of clarity, CCPS business conducted in the "Washington, D.C. Metropolitan Area" and states bordering Maryland are classified as in state travel. All travel and mileage should be submitted monthly on the Monthly Report of Regular Travel Expenses and reconciled within 30 days of the event. 2. RECEIPTS CCPS will reimburse staff for travel expenses on the basis of properly prepared Monthly Report of Regular & Conference Travel Expenses statement, which is signed by the employee and supervisor before submission to the Accounts Payable Department. Employees must obtain original receipts for expenses (i.e., actual itemized hotel and car rental invoices, taxi receipts, etc.). CCPS will reimburse for actual meal and hotel expenses. (See page five for table of approved expenses.) 3. RESERVATIONS AND TICKETING Employees and travel arrangers should ensure that all arrangements are reasonable and appropriate and be alert to possibilities to obtain air, hotel and rental car services at the discount rates available to the CCPS system or department. Employees are expected to make advance bookings, using the least expensive logical fare via the most direct route (or other reasonable routing that results in a lower fare). The least expensive practical itinerary should be used. First-class airfare is not permitted. Avoid full coach fares by planning ahead and obtaining discount fares. Employees should consult department supervisors governing travel purchases, in advance of committing personal funds, to determine if they will be reimbursable. In the event of changed plans, cancellation and other penalties will be paid by the department provided that the cancellation or change was made for the convenience of the department or was necessitated by circumstances of an emergency nature affecting the employee, in accordance with policies or procedures established by the department. Be sure to consider and fully understand the carrier s applicable restrictions, change and cancellation penalties before accepting the itinerary. Travel Guidelines (Revised ) Page 1

2 4. HOTEL, MEAL, AND OTHER EXPENSE REIMBURSEMENT There is a maximum allowance of $47.00 per day when official business requires overnight travel or daily travel in excess of 200 miles round trip. For certain high cost cities (see page 6 for listing of high cost cities) the maximum per diem is $75 and must be approved in advance by finance and accounting. In addition, please note the following: If actual expenses exceed the per diem allowance, the employee must pick up that portion as a personal expense. If actual expenditures are less than the per diem allowance, the employee retains the difference. This does not apply to regular business related luncheons or other meals that are subject to approval by a supervisor. You should pro rate the per diem for partial days ($7 breakfast, $15 lunch and $25 dinner). CCPS will pay per diem for a reasonable travel time to and from the conference. For instance, if you arrive home at 4 p.m., you should exclude the dinner portion from your per diem. If you eat a meal at the conference and received a per diem for that meal, you should reimburse CCPS for the meal. You are not required to eat all meals provided at a conference unless they are incorporated as part of the conference agenda (e.g. presentations and speakers at the meal). Receipts are not required for the per diem allowance and there is no restriction on the use of the per diem. For trips under 200-mile round trip, the supervisor must approve payment for a meal while on business. Reimbursement of meals is allowed within per diem limits and original receipts must be presented for the reimbursement. All expenses for food, travel, hotel, etc. must be while on official school business. Any additional expenses related to extended stays (personal leave) are not reimbursable. In addition, personal expenditures (laundry, toiletries, entertainment, etc.) are not reimbursable. In general, document your travel with an agenda from the conference, registration or some other written communication that includes the dates and place of the trip. This documentation must be included with your request for reimbursement or advance. Department heads have the authority to determine if special circumstances may warrant the issuance of travel advances. Additionally, it is the department s responsibility to provide a Conference Travel & Per Diem (form BFM ) and include a reconciliation of cash advances provided. Travel Guidelines (Revised ) Page 2

3 5. USE OF DEPARTMENT AND PERSONAL VEHICLES CCBOE vehicles may be driven only by CCPS personnel and only when acting within the scope of their public duties and approval from the transportation department. Any employee or authorized personnel driving CCPS owned vehicles must have a valid driver's license, good driving record and proof of car insurance. Drivers must comply with all traffic laws, and obtain approval as required by CCPS s vehicle use procedures. Only CCPS employees should be allowed as passengers in a CCPS vehicle, unless there is a legitimate business reason. Properly insured personal vehicles may be used for travel on department business within reasonable limits. Employees should use the least expensive mode of transportation. Personal vehicles should not be used if other modes of transportation are less expensive and should request prior approval from the accounting department. The use of a personal vehicle will be reimbursed, at the rate established by the Internal Revenue Service or the equivalent of the least expensive alternative when travel is in compliance with department procedures. Where a car rental is deemed necessary, the department expects the lease of a reasonably priced car which will accommodate the trip's requirements. 6. MILEAGE REIMBURSEMENT Mileage will be reimbursed for the performance of school business and submitted on a monthly basis. The mileage reimbursement rate will be adjusted annually to reflect any adjustments in the allowable rate determined by the Internal Revenue Service. Mileage will not be reimbursed for commuting miles, which are miles driven to and from work. Mileage will be reimbursable from the mileage chart provided to employees or documentation (e.g. MapQuest) if mileage destination is not on mileage chart. The commuting miles will be deducted from the total miles driven for school business. See section 5 above for additional guidelines and Mileage Travel Guidelines. 7. TRAVEL WITH FAMILY OR COMPANIONS When family members travel with department employees, but are not themselves serving as agents of the department, employees should maintain a record of individual expenses. Written verification of a hotel s applicable single occupancy rate should be obtained at the time of check out and submitted along with the actual bill and Conference Travel & Per Diem form. The department will not reimburse any expenses incurred on behalf of the family member, or traveling companion unless a specific determination is made by the approving authority in advance that the companion s travel is official business necessitated by the nature of the event. Likewise, airfare or any other travel expense that is directly billed to the department should not include expenses for the family member or companion. Traveling with family or companions should be disclosed and approved by your supervisor in advance. Travel Guidelines (Revised ) Page 3

4 9. AUTHORITY AND RESPONSIBILITY Division management should ensure compliance with CCPS travel procedures and appropriate expense reimbursement. Questions regarding allowable expenses, interpretation of the procedures and requests for exceptions should be addressed in advance to the Assistant Superintendent of Finance, Business Administration and Technology for approval. Travel Guidelines (Revised ) Page 4

5 EXPENSE ALLOW EXPLANATION Airport Parking Car Rental, Fuel, Collision Damage, Use of a CCPS owned vehicle Prior approval, shared when possible, least expensive alternative Excess Baggage For CCPS equipment and supplies Gratuities/Tips Reasonable Laundry/Valet If travel extends beyond one week. Mileage IRS rates, reasonable distances Parking Reasonable Passport/Visa When required for official travel. Registration Fees Meals, Including Room Service Allowable according to per diem. Taxi Reasonable, shared when possible Toll Charges (Highway) Telephone Business related. Limited personal. Airline/Hotel cancellation fees Unless approved by supervisor or medical emergency. Alcoholic Beverages Flight Insurance In Room Movie or Cable TV Fees Personal Accident Insurance (PAI) Personal Effects Insurance (PEI) Use personal homeowners policy Honorariums, gifts above $25, or other individual compensation. Unless made as donations to the school system. Prior approval. Travel Guidelines (Revised ) Page 5

6 2015 High Cost Cities For the following high cost cities, the maximum per-diem is $75.00 ($15 breakfast, $20 lunch, and $40 dinner). All other cities are at $ State Arizona California Colorado Connecticut DC Florida Idaho Illinois Louisiana Maryland Massachusetts Minnesota Nevada New Mexico New York Pennsylvania Rhode Island Texas Utah Vermont Virginia Washington City Phoenix and Scottsdale Los Angeles, Monterey, San Diego, San Francisco, Santa Monica, Yosemite National Park, Palm Springs, South Lake Tahoe and Truckee Aspen, Vail and Telluride Bridgeport, and Danbury Washington Key West, Boca Raton, Delray Beach, Jupiter, and Ft. Lauderdale Sun Valley and Ketchum Chicago New Orleans Ocean City, Montgomery County, Prince George s County and Baltimore City. Boston, Cambridge, Martha s Vineyard, Burlington, and Woburn Minneapolis and St Paul Las Vegas Santa Fe New York City (Bronx, New York, Kings, Richmond, and Queens), Riverhead, Ronkonkoma, Melville, Tarrytown, White Plains and New Rochelle Bucks County and Pittsburgh Jamestown, Middletown, Newport, Bristol, and Providence Austin, Dallas, and Houston (L. B. Johnson Space Center) Park City Stowe and Manchester Alexandria, Fairfax, Falls Church, Arlington county, and Fairfax county Seattle Travel Guidelines (Revised ) Page 6

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